Privacy Policy

Welcome to MemoriesForward.com (“Memories Forward LLC,” “Memories Forward,” “we,” “us,” or “our”). We specialize in digitizing and archiving your cherished family photographs, films, videos, and other analog artifacts (“Materials”) into accessible digital formats. This Privacy Policy explains how we collect, use, store, protect, disclose, and otherwise process your personal information when you use our website, MemoriesForward.com (the “Site”), and the services provided (collectively, the “Services”).
This Privacy Policy should be read in conjunction with our Terms of Service (TOS). By using our Site or Services, you consent to the data practices described in this Privacy Policy and agree to our TOS. If you do not agree with this Privacy Policy or the TOS, you may not use our Site or Services.

We may update this Privacy Policy from time to time. We will post any changes on this page and indicate the date the policy was last revised. We encourage you to review this Privacy Policy periodically.

1. Information We Collect. We collect several types of information from and about users of our Services, including:
   • Contact and Order Information: Information you provide when placing an order or communicating with us, such as your first and last name, shipping address(es), billing address (if different), phone number(s), email address(es), and details about the services you ordered.
   • Payment Information: We use third-party payment processors (currently Wix Payments, PayPal, and QuickBooks Payments) to handle transactions. We do not directly collect, store, or see your full credit card numbers or bank account details. The information you provide to these processors is subject to their respective privacy policies.
   • Customer Materials: The physical analog artifacts (photos, slides, negatives, films, tapes, audio recordings, letters, diaries, etc.) that you send to us for digitization, and the resulting digitized content we create. You retain ownership of both your original and digitized Materials. By submitting them to us, you represent and warrant that you own or have the legal rights to request digitization of all content provided.
   • Optional Information for Identification: You may choose to provide names or contact information for individuals you wish to identify in your digitized Materials.
   • Website Usage Information: We may automatically collect technical information about your visits to our Site, such as your IP address, browser type, operating system, pages viewed, and time spent on the site. This is often collected using tools like Google Analytics and cookies (see Section 9).
   • Third Party File Access Requirements: To deliver digitized Materials electronically, we may require an email address associated with a Google or Microsoft account. This allows us to securely share files through Google Drive or Microsoft OneDrive. We do not collect or access your login credentials for these platforms. Your use of these services is governed by their respective privacy policies.
   • Sensitive Information: We do not intentionally request or target the collection of sensitive personal information (such as data revealing race, religion, health status, sexual orientation, precise geolocation, or biometric data) unless it is inherently contained within the Materials you submit for scanning. We treat all submitted Materials with care and confidentiality, recognizing they may contain sensitive content. We do not categorize or analyze the content of your materials for sensitive information beyond what is necessary to perform the requested scanning and digitization service.
2. How We Collect Information. We collect information:
   • Directly from You: When you place an order, fill out forms on our Site, communicate with us via email or phone, or provide handling instructions.
   • From Your Materials: Information is derived directly from the physical items you send us during the scanning and digitization process.
   • Automatically: As you navigate through the Site, information like usage details and IP addresses may be collected automatically through cookies and analytics tools (see Section 9).
3. How We Use Your Information. We use the information we collect for the following purposes:
   • Core Service Provision: To receive, process, scan, digitize, and potentially restore your Materials; to communicate with you about your order status; to process payments; and to ship original Materials and digital files back to you.
   • AI Enhancement: As disclosed in our TOS, we may use automated or AI-driven tools to enhance the quality and clarity of scanned images (e.g., color correction, dust removal), unless you opt out as specified in your order.
   • Internal Business Use: With your permission provided through use of our Services, we may retain digitized content to support future service offerings, provide personalized recommendations, and explore product development opportunities for you.
   • Marketing: To send you emails about our own services, promotions, or updates that may interest you. We may also use information (like website visit data) for targeted advertising of our services. You can opt-out of marketing communications (see Section 8).
   • Website Improvement: To understand how visitors use our Site using analytics data, allowing us to improve site functionality and user experience.
   • Security and Legal Compliance: For fraud prevention, to protect the security of our Site and Services, and to comply with applicable legal or regulatory requirements.
4. How We Share Your Information. We do not sell your contact information or the content of your digitized Materials. We may share your information with the following categories of third parties only as necessary for the purposes described above: 
   • Payment Processors 
   • Shipping Carriers
   • Cloud Storage Providers
   • AI Tool Providers
   • Email Marketing & CRM Providers
   • Website Analytics Providers
   • Website Hosting Provider
   • Legal Requirements
   • Business Transfers
   • We require third-party service providers to implement appropriate security measures and restrict their use of your information solely to providing services on our behalf.
5. Data Retention.
   • Account and Order Information: Retained for as long as necessary to provide support,  manage accounts, and comply with our legal and record-keeping obligations. 
   • Digitized Files: We may retain your digitized files for up to ten (10) years unless you request earlier deletion. This allows us to offer future services tailored to your collection. You may request custom retention durations. We reserve the right to delete files after 90 days in certain cases, such as non-response or at our discretion, unless a different agreement is in place.
   • Backup Files: Stored only for disaster recovery purposes and are automatically deleted on a rotating basis, typically within one year. These are not available for retrieval or specific customer access. They will naturally be deleted over the course of a year.
   • Physical Materials: Retained only as long as necessary to perform services. Typically, this is one to two months. We may, with your consent, coordinate transfer of physical materials to long-term archival partners for secure storage.
   • Data Security. We implement commercially reasonable technical, administrative, and physical security measures designed to protect your information. This includes using SSL encryption, employee training, and role-based access.
6. Your Privacy Rights and Choices. Depending on your jurisdiction (particularly states like California), you may have certain rights regarding your personal information. We extend the following rights and choices to our customers:
   • Access: You can request access to the personal information we hold about you.
   • Correction: You can request correction of inaccurate personal information we hold about you.
   • Deletion: You can request deletion of your personal information, subject to certain exceptions (e.g., information needed to complete your order, comply with legal obligations, or maintain order history for warranty/support). We will delete primary digital files upon verified request where feasible and legally permissible; backups will expire over time as described in Section 5.
   • Marketing Opt-Out: You can opt-out of receiving future marketing emails from us by clicking the “Unsubscribe” link included in those emails or by contacting privacy@memoriesforward.com.
   • AI Enhancement Opt-Out: You can opt-out of AI-based image enhancements by indicating this preference when placing your order, as described in our TOS.
   • Do Not Sell or Share (Targeted Advertising Opt-Out): We use website analytics and potentially engage in targeted advertising using automatically collected website data (like cookies). We do not sell your contact information or the content of your Materials. You may have the right (especially in California) to opt-out of the “sharing” of your data for targeted advertising purposes. Please contact us if you wish to opt-out. 
   • Right to Limit Use of Sensitive Information (California): If you are a California resident, you have the right to limit our use of sensitive personal information (as defined by California law) contained within your submitted Materials to that which is necessary to perform the Services requested. Since our policy is already not to use such content for other purposes, exercising this right primarily serves as a formal confirmation of this practice.
   • Non-Discrimination: We will not discriminate against you for exercising your privacy rights.
7. How to Exercise Your Rights. To exercise your rights to access, correct, or delete your information, or to inquire about other rights, please contact us at support@memoriesforward.com. Initially, requests will be handled via email. We plan to implement a customer account portal in the future, which may provide self-service options for managing some information. To opt-out of marketing emails, please use the “Unsubscribe” link in the email or contact privacy@memoriesforward.com. We will need to verify your identity before processing requests related to accessing, correcting, or deleting your personal information. We may ask for information to confirm your identity (which will only be used for verification purposes). We will respond to verifiable requests within the timeframes required by applicable law.
8. Cookies and Tracking Technologies. Our Site uses cookies and similar technologies (like those used by Google Analytics). These are used for basic website functionality, to analyze how visitors use our Site (analytics), and potentially for advertising purposes (including targeted advertising). We plan to use cookies for account login functionality in the future. You can typically manage cookie preferences through your web browser settings.
9. Children’s Privacy. Our Services are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13 without parental consent, we will take steps to delete that information.
10. International Use. Our Services are intended for U.S. residents only. If you are located outside the United States, please do not use our Services. If you are an international customer interested in future collaboration, you may contact us to discuss potential exceptions for institutional or professional services.
11. Use of AI Tools. As stated in our TOS and Section 4 of this policy, we may use automated or AI-driven tools for image enhancement. This use is primarily for restorative purposes. You have the right to opt-out of AI-based corrections for your order. Our use of third-party AI tools is subject to their respective terms and privacy policies.
12. Changes to This Privacy Policy. We reserve the right to modify this Privacy Policy at any time. If we make material changes, we will notify you by posting a notice on our Site prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices. The “Last Updated” date at the top indicates when changes were made.
13. Contact Information. If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:
    
    Email: privacy@memoriesforward.com
    
    Mailing Address:
    MemoriesForward.com
    2232 S. Main Street, Suite 365
    Ann Arbor, MI 48103